{"id":3838,"date":"1953-07-01T01:00:00","date_gmt":"1953-07-01T01:00:00","guid":{"rendered":"https:\/\/www.rbc.com\/en\/about-us\/history\/letter\/july-1953-vol-34-no-7-making-work-better-and-easier\/"},"modified":"2022-11-28T13:40:04","modified_gmt":"2022-11-28T13:40:04","slug":"july-1953-vol-34-no-7-making-work-better-and-easier","status":"publish","type":"rbc_letter","link":"https:\/\/www.rbc.com\/en\/about-us\/history\/letter\/july-1953-vol-34-no-7-making-work-better-and-easier\/","title":{"rendered":"July 1953 &#8211; Vol. 34, No. 7 &#8211; Making Work Better And Easier"},"content":{"rendered":"<div id=\"layout-column-main\">\n<p style=\"font-weight: bold\">These are days when North American                     people are likely to indulge in the complacent thought of                     their abundance of material resources, their intelligent workers,                     their versatile production equipment, and their leadership                     of the world in making great quantities of all sorts of things                     from pins to electronic calculators. All this, and the ease                     of living too, can be mightily enhanced by applying an equally                     high quality of efficiency.<\/p>\n<p> Anything that is said here is not intended as criticism                     of the past. We tend to think disparagingly of preceding periods                     in history: even, in such fast-moving days, to deprecate                     last month&#8217;s or last year&#8217;s attainments. But that is futile                     and sometimes unfair, because what was done a hundred years                     ago was excellent under the flickering lights of the time,                     and what we did in 1952 measured up to the knowledge and skill                     we then had.<\/p>\n<p>We are looking forward to getting better products with less                     effort, in less time, with greater safety, and at lower cost,                     counting upon our continually increasing knowledge to show                     us the way.<\/p>\n<p>It would be foolish to set up efficient production as a                     remedy for all human problems and woes. To make work-people                     and jobs standard would rob life of its diversity, take away                     its beauty, and infringe upon its freedom &#8211; and it would not                     bring about perfect mechanical efficiency.<\/p>\n<p>To standardize or not, to simplify work or not, to have                     time and motion studies or not &#8211; these are not the alternatives                     given us. The picture is not all black and white: it has the                     indefinable shadings of a Dor\u00e9 engraving or of a halftone                     screen such as is used in reproducing photographs in newspapers                     and books.<\/p>\n<p>The person who approaches the matter with an open mind,                     drawing no hard-and-fast lines between &#8220;right&#8221; and                     &#8220;wrong&#8221;, is likely to find that some standardization, some                     simplification and some study will increase productivity and                     at the same time benefit the employees, the supervisors, the                     executive, the company the customers and the stockholders.<\/p>\n<p>The problem, essentially, is to get everyone into the habit                     of looking for better ways of doing things.<\/p>\n<h3>What do we Want?<\/h3>\n<p>There are some people, of course, who believe that instead                     of extending our wants and then striving to satisfy them we                     should reduce our needs and be content. This is an ancient                     idea. Plato the philosopher held that a reasonable man would                     moderate his wants.<\/p>\n<p>Most people in the western world wish to live as richly                     as they possibly can, and when they observe the continually                     increasing quantity and variety of commodities their work                     produces, they see no reason why they should not go ahead                     and do so.<\/p>\n<p>A measure of the increase in productivity in Canada is provided                     by government statistics. From 1926 our production in manufacturing                     increased from $3,101 million to $16,271 million in 1951,                     and the number of workers from 559,000 to 1,248,000. Figures                     that are easier to grasp are those showing the production                     per worker: 1926, $5,545; 1946, $7,594; 1951, $13,043. At                     the same time, our standard of living has risen, and the social                     status of all sorts of people has been raised a notch or two.<\/p>\n<p>Not everyone is yet contented and free from worry, but the                     general effect has been, where the industrial revolution made                     itself effective, to give workers more of good than of evil.<\/p>\n<p>The mechanical revolution eliminated the human being as                     a drudge. It provided tools to which the operator transferred                     his skill, thus producing more goods with less expenditure                     of human energy. Only 35 years ago when a man left his home                     on Monday morning he had a 58-hour work week ahead of                     him; today, the average work week is 40 hours &#8211; and the missing                     18 hours have been transferred to the man himself.<\/p>\n<p>But with all this improvement we do not yet produce enough                     so that all can be cared for in the best way possible according                     to modern standards. People collectively cannot buy twice                     as much goods as before unless they produce twice as much                     goods. That production can be brought about by co-ordination                     of men, management and machines.<\/p>\n<h3>Standardization<\/h3>\n<p>The result of diligent effort by men, wise planning by management,                     and efficient running of machines, is mass production of things                     people want.<\/p>\n<p>It may be said that the great value of standardization to                     both producer and user is that it relegates the problems that                     have been already solved to their proper place, namely, to                     the field of routine, thus leaving our critical and constructive                     faculties free for problems that are still unsolved.<\/p>\n<p>When the housewife can telephone for a tin of so-and-so&#8217;s                     something, knowing that that brand is a standard; when the                     executive can order an engine or a machine, knowing that it                     will mesh with his other machinery; when the accountant can                     turn with confidence to the side-by-side comparison                     of his findings with those of other accountants in other firms,                     knowing that they are working to identical standards: then                     we see standardization as an indispensable ally of modern                     living.<\/p>\n<p>Judging by nature we may be sure that if there is a fault                     in standardization it lies rather in the application than                     in fundamental principles. It is not wise, for example, as                     has been pointed out so often in our Monthly Letters dealing                     with conservation, to aim at an increase in our immediate                     material production if this can be had only by the sacrifice                     of greater ultimate values.<\/p>\n<p>Looking at the matter from another viewpoint, let us consider                     standards and standardization in relation to performance:                     if a machine can do what it is supposed to do in competition                     with other machines isn&#8217;t it satisfactory, whatever it may                     look like alongside another more streamlined model? After                     all, as was said facetiously, &#8220;the length of a man&#8217;s legs                     does not have to be standardized. It is necessary only that                     they reach the ground.&#8221;<\/p>\n<h3>Simplification<\/h3>\n<p>We humans have an instinct or an urge to do things the easiest                     way. In some remote age our ancestors likely were unrefined                     enough to call it plain laziness, but today we refer to it                     as &#8220;increased production efficiency.&#8221; Simplification has an                     important role in catering to our natural inclination, because                     it affects not only the character of the product of our hands                     but the way in which we apply the skill of our hands.<\/p>\n<p>When we use our talent, resources, skill and time in the                     best possible way then we may say that our task has been simplified.                     To simplify, is to organize common sense to find better and                     easier ways of doing a job without waste of time, energy and                     materials.<\/p>\n<p>Allan H. Mogensen, Director of Work Simplification Conferences                     at Lake Placid, recommends five steps toward making a job                     simpler: (1) Select the job to be improved; (2) Break down                     the job in detail &#8211; make a flow process chart; (3) Question                     the job, and then each detail of the job; (4) Develop the                     new method; (5) Apply the new method.<\/p>\n<p>Vital to success is step (3). A questioning attitude toward                     the job will reveal opportunities for improvement, whereas                     the all-so-common belief &#8220;things are going along                     all right so why meddle&#8221; will bring only a falling-off,                     or at least a lack of advancement and consequent stagnation,                     in production.<\/p>\n<p>This is definitely top-management&#8217;s responsibility,                     but top management should go right down the line to the machine                     operator in search of ideas for improvement. Any executive                     who has under him people who are doing a job that gives trouble                     by causing bottlenecks, or consumes the time of &#8220;expediters&#8221;                     who must chase around after it, or requires numerous forms,                     reports and tracing memos &#8211; that executive might well give                     his personal attention to remedial measures.<\/p>\n<p>What should he seek to do? He needs to find out how to eliminate                     useless handling, how to combine processes, how to change                     the sequence of operations, how to simplify procedures, so                     that the job &#8220;marches&#8221; from order form to delivery sheet.<\/p>\n<p>The real programme of work simplification is getting everyone                     into the act. Make it everyone&#8217;s programme, says Mr. Mogensen,                     and you&#8217;ll find that you&#8217;ll get the response you need and                     the results you want.<\/p>\n<h3>The Executive<\/h3>\n<p>Who is to organize all this? An army must have its chief                     and its consulting aids as well as men in its ranks. There                     must be cog-wheels as well as fly-wheels on a machine.<\/p>\n<p>The organizer and chief in business is the executive. He                     is the man who sees visions and knows how to make them come                     true in concrete: he is the man who observes clearly and turns                     his observations into fact.<\/p>\n<p>It is fatal to any plan for plant efficiency if it is based                     upon the idea that only the man at the machine needs to be                     improved. The executive must be on his toes continually for                     his own improvement, to keep his mind alert and open, to improve                     his job, and to work from there on down.<\/p>\n<p>Today&#8217;s executive requires technical knowledge about his                     business, but much more than that he needs planning and organizing                     ability, the ability to win his staff to his way of thinking,                     skill in conveying his ideas, power of leadership to inspire                     team work, and a long view of his job and his business.<\/p>\n<p>In applying these qualities toward making work easier and                     better, the executive needs to follow sound principles and                     to avoid expedients which, while serving for the time being,                     store up trouble for the future. He needs patience, because                     it may take months or years for his new methods to seep down                     to machine level and become routine. He will make allowances                     for efforts, though they fail, and give praise for successes,                     however little. He will have learned the art of conceding                     lesser points in order to gain greater.<\/p>\n<h3>The Supervisor<\/h3>\n<p>The supervisor, the man on the floor-level of the workers,                     needs qualities that are much the same. He must have sympathy,                     imagination, interest, eagerness, and a sense of justice.                     To take the executive&#8217;s plan, suggest improvement based upon                     his day-to-day contact with workers and machines,                     and put it into effective use, is primarily the responsibility                     of the supervisor.<\/p>\n<p>Both executive and supervisor should have, pre-eminently,                     judgment. Having laid a plan on the line, they need to know                     what variable to alter as the experiment proceeds. Technical                     knowledge and intellectual skill make judgment easier, but                     do not replace the seemingly intuitive wit to stand up for                     the right thing, to make the right changes, and to decide                     how far to go.<\/p>\n<p>Executives need the ability to control without restricting.<\/p>\n<p>Delegation of responsibility is an important management                     function. It should be done in such a way that the duty and                     authority of every subordinate is clearly understood by him                     and by those who work with him.<\/p>\n<p>Delegation doesn&#8217;t consist in calling in department heads                     and telling them: &#8220;This is what I want done; this is the way                     to do it.&#8221; It means, rather, inviting them to confer, and                     asking them: &#8220;Is this the best thing to do? is this the best                     way to do it?&#8221; and then saying: &#8220;Now go and get it done.&#8221;<\/p>\n<p>The old-fashioned executive is always overworked and                     he is borne down by the weight of responsibility he insists                     on carrying. The modern executive and supervisor spend a lot                     of their time doing things no one else can do, and thinking                     about the development of their business. Only a minor fraction                     of their time is taken up by directing and checking up on                     their subordinates.<\/p>\n<p>In doing their jobs well, management people recognize the                     value and need of adequate helpers. They know that the best                     practice depends on such a vast range of experience and knowledge                     that no one man can master it all. No ship&#8217;s captain has a                     pilot&#8217;s license for all harbours.<\/p>\n<h3>Efficiency<\/h3>\n<p>Here are two definitions of &#8220;efficiency&#8221;.<\/p>\n<p>Efficiency is the expenditure of a given amount of energy                     so wisely directed that a task is completed in the least possible                     space and after the least possible lapse of time.<\/p>\n<p>The efficiency of an engine is the ratio of the total useful                     work done by the engine to the total heat energy of the fuel                     consumed.<\/p>\n<p>The first is from volume one of the Modern Business Library                     of the Alexander Hamilton Institute; the second was given                     in an address by Lewis S. Beattie, Superintendent of Secondary                     Schools in the Province of Ontario.<\/p>\n<p>Either definition is a good working guide for executives                     seeking to work better and easier.<\/p>\n<p>There are many efficiency principles, but none stands alone.                     Each supports and strengthens all the others; each is supported                     and strengthened by the rest. They take note of the fact that                     to eliminate loss is just as much of an efficiency measure                     as to increase gain. They recognize that a balance must be                     kept so that customers get a good product, workers have job                     satisfaction, and investors receive attractive returns.<\/p>\n<p>Carrying the definitions of efficiency into the realm of                     people, we find that our task is to discover the conditions                     under which a worker is most likely to attain his full self-realization                     and &#8211; as a result &#8211; reach the highest degree of efficiency                     in achievement, with consequent benefit to his firm.<\/p>\n<p>An aid toward this ideal is the making of routine tasks                     as habitual and automatic as possible, thus leaving the thinking                     part of us unfettered for enjoyment and improvement. Some                     self-training will increase efficiency vastly. For example,                     there are many executives who have found their whole day made                     easier by tackling their most unpleasant or most difficult                     task first, and disposing of it. Other have learned to change                     direction frequently, moving from one area of their responsibility                     to another. Still others have no particular order of business,                     but do make it a rule to work steadily and relax periodically.<\/p>\n<p>Ability to concentrate is a great help. It is developed                     by getting down to work at once, without the wasteful &#8220;warming                     up&#8221; period some temperamental people profess to believe is                     necessary. Tackling one job at a trine, devoting to it whatever                     time is necessary, is the acme of concentration.<\/p>\n<h3>Planning<\/h3>\n<p>Organization designed to make one&#8217;s own work or one&#8217;s firm&#8217;s                     work better and easier is composed of several factors, among                     them being: analysis, planning, consulting, convincing, instructing,                     reviewing, and revising.<\/p>\n<p>First of all there must be an objective. If a man doesn&#8217;t                     know to what port he is steering, no wind is favourable to                     him and it doesn&#8217;t make much difference how hard he pulls                     on the oars.<\/p>\n<p>What the objective shall be is a matter for decision after                     analysis. Where are the weak spots in your organization? As                     a first breakdown it might be well to list all areas of possible                     trouble: purchasing, scheduling, machining, recording, selling,                     relations with the staff and with the public, and so on.<\/p>\n<p>Then take each of these and break it down into segments.                     For example, consider the purchase of raw materials (whether                     for a giant factory or for a small household) in this way:                     are we getting the best value in price, quality, dependable                     supply, nearness of source? Then take each of these and divide                     it further: is the price fight in view of competitive conditions;                     is it enhanced by some requirement of ours which might be                     eliminated without harming our product; could we use a substitute,                     or part substitute, without lowering our finished-product                     quality? The nature of the questions to be asked will depend                     upon the kind of business that is being analysed, but some                     sort of effective questioning by a searching and competent                     and open mind is necessary.<\/p>\n<p>The executive or the supervisor or the manager who carries                     out such an analysis, even in the seemingly most efficient                     plant, will uncover bottlenecks, red tape, unnecessary paper                     work, waste of time through crooked-line progress of                     material, and loss of energy due to unneeded activity.<\/p>\n<p>Having made the analysis, the inquisitive executive will                     wish to ask of every detail: what is actually being done;                     is it being done in the fight place by the right person at                     the right stage of manufacture &#8211; or how can it be improved?                     W. R. Clark, of Simpson-Sears Ltd., would have executives                     pursue the questioning train even further. In an article in                     <em>Business Management <\/em>of April he urges that the person                     seeking improvement in organization or performance should                     ask: &#8220;Why is this so?&#8221; and continue asking &#8220;Why?&#8221; until he                     is sure that he has a satisfactory answer.<\/p>\n<p>Having reached this point it is time to work out a better                     method than the one in force, and this is done, after consultation                     with all who might help in the change or who will be affected                     by it, by eliminating, rearranging, combining, simplifying,                     standardizing.<\/p>\n<p>Work simplification, as developed by Mr. Mogensen and taught                     to top business managers at Lake Placid, is simply a means                     of getting everyone in your company to think about better                     methods and to suggest workable ideas for improvement. The                     best suggestions invariably come from the people doing the                     job, once they have been given the incentive and taught the                     habit.<\/p>\n<p>The story of a successful plant should be not merely a story                     of mass production, but an example of enthusiastic creative                     teamwork. That spirit is engendered and fostered when workers                     learn what is going on and why, what is the trouble, who is                     off the beam, and what can be done about it.<\/p>\n<h3>Communication of Ideas<\/h3>\n<p>This demands adequate communication of ideas throughout                     the organization. Channels up, down and across the board from                     machine-tender to president need to be kept open.<\/p>\n<p>Executives who tried the consultative method in conjunction                     with communication of ideas after long years of authoritarian                     management were surprised by what they found out. Few employees                     realized that problems existed &#8211; and how could they be expected                     to, if they were not told? Few knew of the benefit they would                     share by making their jobs easier. Many did not know their                     jobs, or the significance of their jobs, in any great detail.<\/p>\n<p>A humorous example given by a steel corporation executive                     was quoted in Office Executive, the official publication of                     NOMA, the National Office Management Association: &#8220;In one                     of our plants a few years ago,&#8221; he said, &#8220;an alert head of                     one of our office departments heard a lady typist say, &#8216;For                     years I have been writing these reports about the daily, weekly,                     monthly and yearly ingot production. What in the world is                     an ingot?'&#8221;<\/p>\n<p>Simple language is needed, and definite content. Anyone                     in charge of a department should be qualified to issue suggestions,                     instructions, and requests in such simple language that they                     cannot be misunderstood.<\/p>\n<p>The object may be to describe some discovery, to convey                     some idea, to stir up interest, to invite participation, to                     incite to action, or to persuade: the rule is the same. Abstractions                     and argument are equally unsuited to communication of ideas                     in business: much more useful is the capacity to divine the                     essential interest and responsibilities of co-workers                     and weld them to the interests of the firm, and then impart                     the thought in terms that will be understood.<\/p>\n<h3>The End Result<\/h3>\n<p>It is essential, in trying to make work better and easier,                     to keep direction. The central part in railroading is the                     locomotive. The one essential for a locomotive is to stay                     on the track.<\/p>\n<p>The business man, too, needs a track. He has to have a philosophy,                     a code of values, a sense of direction, that are in keeping                     with his personality, his business and his environment.<\/p>\n<p>Where is he going? He must be going somewhere. This age                     does not lend itself to having anyone say of anything material:                     &#8220;That settles that!&#8221; New criteria are set up every day: of                     efficiency, of social worth, of financial success, of working                     with people.<\/p>\n<p>What difficulties are in the way? Good management will set                     out to determine the circumstances with which it is or will                     be or may be confronted, and then establish a plan or a technique                     for meeting those conditions.<\/p>\n<p>What is the reward? The man, whether worker or executive,                     who is alert to the facts of his immediate personal situation,                     aware of his immediate business responsibilities, and who                     foresees the possibilities the future holds for him and his                     business, has worthwhile reward in store.<\/p>\n<p>The promise of our way of life to such a man is that his                     work, well done at this stage, shall become more creative                     at the next, until it becomes the mother of work still more                     wonderful than itself. There is no &#8220;end&#8221; to betterment of                     work, and yet every step forward confers satisfaction, not                     only ease of a physical sort but happiness that only intellectual                     and imaginative living have to give.<\/p>\n<\/div>\n","protected":false},"author":79,"featured_media":0,"template":"","categories":[1],"rbc_letter_theme":[],"rbc_letter_year":[33],"class_list":["post-3838","rbc_letter","type-rbc_letter","status-publish","hentry","category-uncategorized","rbc_letter_year-33"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.4 (Yoast SEO v27.4) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>July 1953 - Vol. 34, No. 7 - Making Work Better And Easier - RBC<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.rbc.com\/en\/about-us\/history\/letter\/july-1953-vol-34-no-7-making-work-better-and-easier\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"July 1953 - Vol. 34, No. 7 - Making Work Better And Easier - RBC\" \/>\n<meta property=\"og:description\" content=\"These are days when North American people are likely to indulge in the complacent thought of their abundance of material resources, their intelligent workers, their versatile production equipment, and their leadership of the world in making great quantities of all sorts of things from pins to electronic calculators. 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